Texas PTA is temporarily authorizing the following guidelines in order to conduct PTA business through November 15, 2021.

Guidelines for Executive Board, Committee, Membership, and Events through November 15, 2021.

Executive Board and Committee 

Meetings through November 15, 2021

• Ensure that everyone on the Executive Board or Committee has access to the virtual meeting technology being used.
• All members of the Executive Board or Committee must be given at least three days' notice.
• If voting occurs during the virtual meeting, quorum must be verified before each vote to ensure everyone is still participating in the meeting.
• This should be reflected in the minutes for each vote. Check your bylaws to determine whether the item being voted on requires a majority or two-thirds vote for adoption.
• Minutes should be recorded as they would be in an in-person meeting and approved by a minutes review committee.

Emergency Email Voting without a Meeting through November 15, 2021

• Local bylaws cover emergency voting requirements - In an emergency situation, the executive board may vote by phone, email, or other electronic means if authorized by the president. Members [of the Executive Board] shall have at least twenty-four hours to cast their votes. A two-thirds vote of the entire executive board is required for adoption, and the vote shall be recorded in the minutes of the next regular meeting of the executive board.
• Minutes should be recorded as they would be in an in-person meeting, approved by committee and ratified at the next in-person or virtual meeting.
• Elections and other items that require discussion may not be conducted via email. PTAs must follow local orders if meeting in person. See virtual meeting guidelines.

Membership Meetings

Elections or Votes Requiring Discussion through November 15, 2021

• Elections and other items that require discussion may not be conducted via email. PTAs must follow local orders if meeting in person. See virtual meeting guidelines.
• The PTA community must be notified a minimum of 10 days prior to the meeting.
• Attendees must register to attend, in order to allow for membership verification. In the event that someone who is not a member intends to run from the floor, they can register as a guest, however, only members can vote on PTA business.
• Quorum must be established. Reference the PTA's Bylaws for requirements.
• Check your bylaws to determine whether the item being voted on requires a majority or two-thirds vote for adoption.
• Minutes should be recorded as they would be in an in-person meeting and approved by a minutes review committee.

Emergency Electronic Voting without a Meeting through November 15, 2021

• Elections and other items that require discussion may not be conducted via email. PTAs must follow local orders if meeting in person. See virtual meeting guidelines. (See above)
• In order to ensure as many members as possible have the opportunity to vote, voting must stay open for 24 hours.
• Quorum and a two-thirds vote of those responding required for adoption
• Voting shall only be open to paid members of your association.
• All voters must be verified as members.
• We recommend using an electronic form, like Google Forms, to collect member names, emails, and votes.
• Minutes should be recorded as they would be in an in-person meeting, approved by committee and ratified at the next in-person meeting.

Scheduled Membership Events through November 15, 2021

While traditional back to school events may be happening differently, or not at all, we encourage you to offer opportunities that allow as many families as possible to connect. If meeting in person, PTAs must follow local orders. If meeting virtually, PTAs should allow for those new to virtual meetings time to get comfortable. PTA will continue to be the bridge between communities, families, and schools to ensure that every child’s potential is a reality.

If you have concerns or questions, please reach out to your Field Service Representative.

Additional Links

Virtual Meeting and Election Guidelines through November 15, 2021

FAQs through November 15, 2021

If you have any further questions, please contact memberservices@txpta.org.